Derwent Real Estate
Privacy

Privacy Policy

How we collect, hold, use, and disclose your personal information.

Derwent Real Estate
(Trading name of JF & SK Marketing Pty Ltd)

1. About this Policy

This Privacy Policy explains how Derwent Real Estate (JF & SK Marketing Pty Ltd) ("we", "us", "our") collects, holds, uses, and discloses personal information in the course of providing real estate sales, property management, marketing, and related services.

We are committed to complying with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and other applicable laws.

This policy applies to all individuals we interact with, including:

  • Property owners (vendors and landlords)
  • Buyers and prospective buyers
  • Tenants and rental applicants
  • Guarantors and occupants
  • Website users and enquiry leads
  • Contractors and service providers

2. What is Personal Information

"Personal information" means information or an opinion about an identified individual or an individual who is reasonably identifiable.

We may collect:

  • Contact details (name, address, phone, email)
  • Date of birth and identification documents (e.g. driver's licence, passport)
  • Financial information (income, bank details, credit information where permitted)
  • Employment details
  • Rental history and references
  • Property ownership and transaction details
  • Communications and interaction records
  • Website usage and behavioural data

Sensitive Information

In limited circumstances, we may collect sensitive information (as defined under the Privacy Act), such as information relating to health or disability (e.g. assistance animals), where required by law or with your consent.

3. How We Collect Personal Information

We collect personal information:

Directly from you

  • Forms (including tenancy applications and appraisal requests)
  • Emails, phone calls, and in-person interactions
  • Website submissions and online portals

From third parties

  • Referees, employers, and previous landlords/agents
  • Tenancy databases (e.g. TICA or similar services)
  • Identity verification providers
  • Government bodies and public registers
  • Property portals (e.g. REA Group, Domain)
  • Marketing and data enrichment providers

Automatically

  • Website cookies and tracking technologies
  • CRM and system interaction data
  • Email engagement tracking

Where reasonable, we will notify you of collection and its purpose.

4. Purposes of Collection, Use and Disclosure

We collect, hold, use and disclose personal information for purposes including:

Property Sales

  • Appraisals and market analysis
  • Buyer management and inspections
  • Contract preparation and negotiation
  • Transaction management and settlement

Property Management

  • Assessing tenancy applications
  • Verifying identity and suitability of applicants
  • Managing rental agreements
  • Rent collection and arrears management
  • Maintenance coordination
  • Routine inspections

Identity Verification & Risk Management

  • Verifying identity to prevent fraud
  • Assessing financial and tenancy suitability
  • Complying with legal and regulatory obligations

Business Operations

  • Record keeping and compliance
  • Staff training and quality assurance
  • Dispute resolution and enforcement of agreements

Marketing and Business Development

  • Sending property alerts and campaign updates
  • Market insights and appraisal follow-ups
  • Promoting our services

5. Automated Decision-Making and Profiling

We may use software systems, including AI-enabled tools, to:

  • Assess tenancy applications
  • Prioritise and manage enquiries
  • Analyse behaviour and engagement
  • Improve marketing targeting

These systems assist decision-making but do not replace human oversight in material decisions.

6. Direct Marketing

We may use your personal information to send you:

  • Property listings and alerts
  • Market updates and insights
  • Service offerings and promotions

We may contact you via:

  • Email
  • SMS
  • Phone
  • Digital advertising platforms

You consent to receiving such communications unless you opt out.

You may opt out at any time by:

  • Clicking unsubscribe
  • Contacting us directly

We do not sell your personal information to third parties for their independent marketing.

7. Disclosure of Personal Information

We may disclose your personal information to:

  • Vendors, landlords, buyers, tenants, and their representatives
  • Tradespeople, contractors, and service providers
  • Legal representatives, conveyancers, and advisors
  • Financial institutions and insurers
  • Tenancy database operators
  • Identity verification providers
  • Marketing and advertising platforms
  • IT providers, CRM systems, and data processors
  • Government and regulatory authorities

We only disclose information where reasonably necessary for our functions or as required by law.

8. Tenancy Databases

In relation to tenancy applications, we may:

  • Check your details with tenancy database operators
  • List personal information on tenancy databases where permitted by law

Such listings may occur where:

  • You are in breach of a tenancy agreement
  • The breach meets legal listing criteria

You have rights to:

  • Access information held about you
  • Dispute incorrect listings

9. Overseas Disclosure

We may disclose personal information to recipients located outside Australia, including through cloud-based systems and service providers.

This may include:

  • CRM and database platforms
  • Data storage providers
  • Marketing automation tools
  • Artificial intelligence and analytics services

These recipients may be located in jurisdictions including (but not limited to):

  • United States
  • India
  • Philippines
  • European Union

By providing your personal information, you consent to such disclosures.

We take reasonable steps to ensure overseas recipients handle personal information in a manner consistent with Australian privacy laws.

10. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

This includes:

  • Secure cloud-based systems
  • Role-based access controls
  • Encryption and authentication protocols
  • Staff training and confidentiality obligations

Despite these measures, no system is completely secure.

11. Data Retention

We retain personal information only for as long as necessary to:

  • Provide our services
  • Comply with legal and regulatory obligations
  • Resolve disputes

When no longer required, we take reasonable steps to destroy or de-identify personal information.

12. Access and Correction

You may request access to personal information we hold about you and request correction if it is inaccurate, incomplete, or outdated.

We may:

  • Require identity verification
  • Charge a reasonable administrative fee where permitted

13. Complaints

If you believe your privacy has been breached, you may contact us.

We will:

  • Investigate your complaint
  • Respond within a reasonable timeframe

If unresolved, you may contact the Office of the Australian Information Commissioner (OAIC).

14. Website, Cookies and Analytics

Our website may collect:

  • IP address
  • Device and browser information
  • Pages visited and behaviour

We use:

  • Cookies
  • Analytics tools
  • Advertising pixels

For purposes including:

  • Website functionality
  • Performance analysis
  • Marketing and retargeting

You can manage cookies through your browser settings.

15. Failure to Provide Information

If you do not provide requested personal information, we may be unable to:

  • Process tenancy applications
  • Provide property services
  • Complete transactions

16. Changes to this Policy

We may update this Privacy Policy from time to time.

The latest version will be available on our website.

17. Contact Details

Derwent Real Estate
JF & SK Marketing Pty Ltd

73 High Street
New Norfolk TAS 7140

Phone: 03 6261 4222
Email: reception@derwentrealestate.com.au

For privacy enquiries, please contact our Privacy Officer.